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Adaptive Planning
Concept: Locked, Archived, and Hidden Versions

Concept: Locked, Archived, and Hidden Versions

When you need to lock a version and freeze the data, you can choose from different options available in the Access Control section of version settings:
  • Locked version check box: Locks the data for all users so that users can’t change it in sheets or through imports. However, changes to the model or to actuals data can still affect data in the locked version.
  • Archive version check box: Does everything that Locked versions does plus it freezes data by storing the values so that changes to the model are less likely to impact the data.
  • Access Control user prompts: Provides different levels of locking per user type. Example: You can lock the data but still enable users to leave notes.
  • Lock leading months: Locks past time periods of versions for all users with the same limitation as locked versions.
  • Hide versions: Makes the version unviewable to users.
Exceptions exist that enable users to change data in locked versions and to see hidden versions.

Locked Versions

You can lock versions to minimize changes to the version data in sheets or through imports.
Locked versions remain visible in:
  • Dashboards.
  • Reports.
  • Sheets.
When you lock versions:
  • You can't change data in the sheets.
  • You might be able to import data, depending on your locking option.
  • You can't make dimension values unavailable in the version when the value is already associated with data.
  • You can export data.
  • All calculated accounts get override formulas that are read-only to lock the calculated values, unless you selected the Disable Version-Specific Formula Setting check box for the account.
  • Lock icons display next to the version name in version drop-down lists.
Certain versions always have locked data because the data is from other versions. Data changes when your team updates the contributing versions.
Version
To Prevent Data Changes
Virtual Versions
Lock the source versions.
Root Actuals and Parent Sub-Versions
Lock the leaf level sub-versions.
Actuals overlay portion of a locked plan
In the actuals version, select
Completion Month
 for
Lock Leading Month Through
.

Archived Versions

The Archive Version option enables you to more completely freeze the leaf-level data in your versions once you finalize plans. Leaf-level is data that isn’t a rollup, at any level, account, or custom dimension. The setting stores the values in the version to ensure accounts don’t recalculate or change due to business-as-usual activities that occur in the future.
The Archive Version option replaces and improves the functionality of the Calculate Formula Values setting. We maintain the old setting for versions that are already using it.
Because the process of archiving a version can burden the performance of the model, we recommend that you avoid archiving during times of high usage or times when you need fast response times in Adaptive Planning. When the archiving process takes longer than 30 seconds to complete, the process displays Long-Running Processes report in the Planning Center. You can cancel the process from this page. See Monitor and Cancel Long Running Processes.
Archiving versions ensures data integrity by storing data so that it’s no longer dynamic. This frees you to make changes to the model without changing the values in the archived version.
Values Stored in Archived Versions
Changes that Won't Change Archived Data
Calculated account values
For formulas that reference rollup values, you can change the hierarchy structures without affecting the calculated values of these account types:
  • General ledger
  • Custom
  • Calculated modeled
  • Calculated cube
Cell calculations from formulas entered in sheets
For formulas that reference actuals overlay data, you can restate actuals data without affecting calculations.
We store the resulting values, not the formulas, in the archived versions.
Shared formulas
For shared formulas that reference:
  • Actuals overlay data, you can restate actuals data without affecting calculations.
  • Rollups, you can change the hierarchy structures without affecting the calculated values.
Value and spread lookups in modeled sheets
You can update the lookups in the sheet without affecting the values in the archived version.
Linked accounts values
You can change, add, remove links or change link filters and applied dimensions without affecting the value in the target accounts.
In archived versions, we don't show the splits of linked accounts. You can still access the splits by building a report with the source account.
Actuals overlay values
You can:
  • Import updated actuals without affecting the actuals overlay on the archived plan version.
  • Report on the actuals as they were at the time that you archived the plan version.
Also, the final plan reports don’t change due to restatements of actuals.
We recommend that you use Formula Validation in the Modeling area to find and correct formula errors in versions before you archive them. For formulas with errors, we store the values as zeros or blanks in archived versions, which can result in a discrepancy upon archiving the version. We provide a View Errors link in the version settings after you archive versions. You can click the link to download a spreadsheet that contains a list of formula errors by account and level. If there are no errors, the spreadsheet is blank. If you’d like to correct the errors, you can disable the Archive Version option and correct the errors before archiving the version again.
Disabling the Archive Version option can:
  • Change the data because formulas across the version recalculate.
  • Permanently delete data that we stored before structural changes, such as changes to sheet availabilities.

Locking and Archiving Exceptions

Some data elements remain dynamic in locked and archived versions. These dynamic elements can change the data or make the data appear to change. Archived versions have fewer exceptions than locked versions as the intent of the 2 options is different. Locking a version is best used to prevent end users from changing the data through data entry or through data imports. Archiving is best used to freeze the data so that administrators can make changes to the model or restate actuals without impacting data in historical versions.
Archived Versions Exceptions
These structural changes can still result in changes to the leaf data of archived versions.
  • Reloading the calendar structure deletes plan versions, including archived versions.
  • Adding an account under a leaf account moves the data from the prior leaf account to the newly created leaf account.
  • Removing the level availability from versions or sheets hides the associated data in sheets, reports, dashboards, and formulas. You can add the level back to show the data.
  • Removing dimension availability from cube sheets hides the associated data in sheets, reports, dashboards, and formulas. You can add the dimension value back to the sheet to show the data.
  • Removing dimension availability from modeled sheets, change the data according to your specification, which can include permanent deletion. Adding the dimension value back to the sheet, doesn't retrieve the data.
  • Deleting accounts, levels, or custom dimension values deletes the related data across versions.
  • Deleting cube or modeled sheets, which also deletes the accounts, deletes data across all versions.
  • Changing an account from Periodic to Cumulative changes the value across versions.
  • Changing these account settings in custom, general ledger, cube, and modeled accounts changes the data across versions:
    • Display as: (Number, Currency, Percent).
    • Balance Type (Credit, Debit).
    • Rollup Type.
    • Exchange Rate Type.
  • Changing a GL or custom account to a linked account on modeled or standard sheets with split data will erase that split data in the archived version.
These elements remain dynamic in archived versions and we don’t store their values:
  • Metric accounts
  • System accounts, such as those for eliminations, allocations, minority interest, and CTA.
  • Rollup values within accounts, levels, and dimension hierarchies. The rollup values change when you rearrange hierarchies, but any values based on calculations that refer to rollups remain unchanged in archived versions.
Locked Versions Exceptions
In addition to all that’s outlined for archived versions, these structural changes can still change data in locked versions (they don't affect archived versions):
  • Changing these account settings in custom, general ledger, cube, and modeled accounts:
    • Selecting the Disable Version-Specific Formula Setting check box prevents the formula from locking when you lock the version. Any changes to account formulas change the data across versions, including locked versions.
    • Changing the Account Type to Link or from Link to Cumulative or Periodic.
    • Changing or adding more link source accounts.
    • Adding or changing dimensions or dimension filters to links.
    • Adding or removing actuals overlay. This action also changes formula calculations that reference the cells with actuals overlay.
  • Changing tags to levels and accounts changes the rollups of the attributes and dimensions which affects calculations that reference these rollups.
  • Changing the sheet definition:
    • Adding and renaming sheets.
    • Changing the accounts, levels, or custom dimension values on a sheet.
    • Changing the cube restrictions that don't specify the version.
  • Adding, moving, reparenting or renaming these model elements can affect the data, including calculations that reference rollups:
    • Accounts.
    • Attributes and attribute values.
    • Dimensions and dimension values.
    • Levels.
These actions also change data in locked versions:
  • Updating actuals data that plan formulas reference. To prevent these changes, you can lock the leading months of the actuals version.
  • Using Erase Data option for cube and modeled sheets removes all the data in versions, including locked versions.

Hidden Versions

Hide versions to prevent your team, or some of your team, from viewing the version.
When you hide versions, you can't view the data in:
  • Dashboards.
  • Reports.
  • Sheets.
You can't select the version from:
  • Elements tabs of charts and reports.
  • Version prompt in the main toolbar.
In addition, when you hide actuals versions Adaptive Planning ignores the
Access Controls
 for the sub-versions and journal entry versions that rollup to it.

Hide Exceptions

  • When you use hidden actuals versions as actuals overlay, the data is visible in the plan version. Anyone who can view the plan version can view the overlaying actuals data.
  • The name of hidden versions are still visible in areas of:
    • Modeling
      :
      View Dependencies
       for dimension values, and
      View Capacity
       in cube sheet summaries.
    • Integration
      : Data loaders.